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Key Responsibilities and Required Skills for Group Specialist Assistant

💰 $45,000 - $60,000

Client ServicesHospitalityAdministrationCoordinationTravel

🎯 Role Definition

The Group Specialist Assistant serves as the organizational and administrative cornerstone of the Groups and Events department. This role is dedicated to supporting the Group Specialist or Manager in the complete lifecycle of group bookings, ensuring a flawless and memorable experience for clients. You will be the central point of coordination, liaising between clients, sales teams, and internal operational departments to guarantee all details are meticulously planned and executed. Success in this position means being a proactive, detail-oriented professional who thrives in a fast-paced environment and is committed to upholding the highest standards of customer service and efficiency.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant or Executive Assistant
  • Front Desk Agent or Reservations Coordinator
  • Sales Coordinator

Advancement To:

  • Group Specialist or Group Coordinator
  • Junior Event Manager
  • Group Sales Manager

Lateral Moves:

  • Sales Coordinator
  • Catering or Banquets Coordinator

Core Responsibilities

Primary Functions

  • Act as the primary support for the Group Specialist, managing administrative tasks throughout the entire group booking process, from lead intake to post-departure follow-up.
  • Prepare and distribute comprehensive group proposals, detailed contracts, and booking confirmations with accuracy and speed.
  • Serve as a reliable and friendly point of contact for group leaders, promptly addressing inquiries, providing information, and handling requests via phone and email.
  • Meticulously maintain and update all group booking information, client communications, and financial records within the company’s CRM and PMS systems.
  • Create, manage, and distribute accurate rooming lists, special request summaries, and detailed group resumes or itineraries.
  • Coordinate seamlessly with internal departments, including Sales, Catering, Front Office, and Housekeeping, to ensure all group requirements are communicated and flawlessly executed.
  • Process group deposits, manage payment schedules, and handle final billing and invoicing, ensuring all financial transactions are accurate and timely.
  • Generate and circulate detailed Banquet Event Orders (BEOs) and other internal communications to ensure all operational teams are aligned on group needs.
  • Conduct thorough pre-arrival checks and confirmations for all upcoming groups to guarantee a smooth and welcoming check-in experience.
  • Assist in the professional execution of site inspections for prospective clients, preparing meeting spaces and showcasing the property’s facilities and services.
  • Manage the logistical details for group needs, such as arranging transportation, booking off-site activities, or making special dining reservations.
  • Diligently monitor group room blocks, manage inventory levels, and communicate important cut-off dates to clients to maximize booking potential.
  • Gather, consolidate, and process post-event feedback from clients to identify successes and areas for service improvement.
  • Handle the resolution of any guest-related issues or logistical challenges that may arise during a group’s stay, demonstrating excellent problem-solving skills.
  • Provide robust administrative support to the wider sales and events team, including managing correspondence, filing, and data entry projects.
  • Skillfully manage group attrition and cancellation policies as outlined in contracts, communicating clearly with clients regarding their obligations.

Secondary Functions

  • Assist in compiling and preparing regular reports on group sales activities, booking pace, revenue forecasts, and client satisfaction metrics for management review.
  • Support the team by attending and participating in departmental meetings, pre-conference meetings, and other planning sessions as required.
  • Contribute to brainstorming sessions and provide creative input for developing new group packages, seasonal promotions, and value-added offerings.
  • Help maintain an organized database of vendor contacts, ensuring information for third-party suppliers for transportation, entertainment, and activities is up-to-date.

Required Skills & Competencies

Hard Skills (Technical)

  • CRM/Sales Software Proficiency: Hands-on experience with systems like Delphi, Salesforce, or similar customer relationship management platforms.
  • Property Management Systems (PMS): Familiarity with hotel PMS software such as Opera, Fidelio, or Lightspeed is a significant asset.
  • Microsoft Office Suite: Advanced proficiency in Microsoft Word (contract creation), Excel (rooming lists, reporting), Outlook (client communication), and PowerPoint (proposals).
  • Contract Administration: Ability to read, understand, and manage the details of group sales contracts and event orders.
  • Data Entry & Management: A high degree of accuracy and efficiency in entering and maintaining data across multiple systems.
  • Basic Financial Acumen: Competency in processing payments, creating invoices, and tracking financial transactions.

Soft Skills

  • Exceptional Organization & Detail-Orientation: The ability to meticulously manage multiple bookings, timelines, and countless details simultaneously without letting anything slip through the cracks.
  • Stellar Communication: Clear, professional, and friendly communication skills, both written (email, contracts) and verbal (phone, in-person), with clients and internal teams.
  • Customer-Centric Mindset: A genuine passion for providing outstanding service and creating positive, memorable experiences for every client.
  • Proactive Problem-Solving: The ability to anticipate potential issues, think critically on your feet, and implement effective solutions quickly and calmly.
  • Multitasking & Time Management: Proven ability to thrive in a dynamic, fast-paced environment, juggling competing priorities and meeting strict deadlines.
  • Team Collaboration: A strong team player attitude with excellent interpersonal skills to build rapport and work effectively with diverse personalities across departments.
  • Adaptability: Flexibility to handle last-minute changes and unexpected requests with a positive and professional demeanor.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Hospitality Management or Tourism
  • Business Administration or Marketing
  • Communications

Experience Requirements

Typical Experience Range:

  • 1-3 years of experience in an administrative, coordination, or customer service role.

Preferred:

  • Prior experience within the hospitality, travel, or event planning industry (e.g., in a hotel, resort, or destination management company) is highly preferred. Direct exposure to group sales, reservations, or event coordination is a strong plus.
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